Why Telephone Communication Is Essential To Every Business

In this digital world, there are so many ways to communicate with companies online. However, telephone communication is still essential to all businesses. Below are some reasons why phone systems are here to stay.

Immediate Communication

There are plenty of people who have an inbox of unread emails. In addition, there are people who only look at their emails at the beginning, middle and end of the work day. There is no telling when you will receive an email response from them. Luckily, that is not the case with phone calls! After all, phone calls can instantly put you in contact with the person you need to speak to. 

Better For Conveying Tone

A lot of things can get lost in translation when sending an email to someone. Most notably, the right tone is often difficult to convey via email. On the other hand, it is easy to set the right tone of voice on a phone call. 

More Interactive

It is no secret that phone calls are more interactive than emails. When you are on the phone with someone, they can interject to ask a question. Asking a question on the phone is certainly quicker than sending an email and waiting for them to reply back.

If your business phone system is not cutting it anymore, it is time for a chance. At Reliable Voice & Data Systems, we are ready to help you find a phone system that is right for your needs and your budget. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

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The Keys To A Successful Sales Phone Call

Being a sales representative is not an easy job. This is especially true if you spend your work days prospecting for new clients. Below are the keys to a successful sales phone call. 

Start With A Professional Opening

There is no need to come off as pushy from the beginning of the phone call. Instead, open the call with a professional and unique greeting. Put your thinking cap on and come up with a greeting that will get the caller's attention.

Mention How You Can Help Them

When someone answers the phone and has a sales representative on the line, they are wondering what is in it for them. Let them know what company you are with and how your services can help them. They will be more inclined to listen to you if there is an important benefit to reap. 

Set Up A Meeting Or Follow-Up Phone Call

Once the caller is interested, it is a good idea for the sales representative to talk about next steps. It is an appropriate time to schedule a meeting or a follow-up phone call. That way, the sales representative is not pressuring the caller to make a decision right then and there. Lastly, the sales representative can end the call by thanking them for taking time out of their day to have this conversation. 

If your phone systems has made sales calls difficult or impossible, it is time for an upgrade. At Reliable Voice & Data Systems, we help business owners find a phone system that is right for their wants and needs. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

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Instances When A Phone Call Is Better Than An Email

There are a myriad of ways to communicate with colleagues and clients. However, this fact is often overlooked and taken for granted. The next time you are about to send an email, ask yourself if a phone call would be a better method of communication for the situation at hand. Keep reading to find out when you should pick up the phone instead of drafting up an email. 

You Need To Apologize

If you made a mistake and need to apologize to someone, a phone call will make the apology seem more sincere. After all, it will allow the person on the receiving end to hear you actually say sorry. It is easier to convey emotion and tone over the phone as opposed to an email. 

There Are A Lot Of Unanswered Questions
Let's be serious--who wants to receive an email that has a plethora of questions? When a person is confused and has a lot of questions to ask, a phone call is more appropriate than an email. Getting on the phone to tackle these questions will be a time saver for both parties. It is a win-win! 

It Is Of The Utmost Importance

When you have a really important matter to discuss with someone, resist the urge to send out an email about it. Instead, call that person to have the conversation. A lot of people have unread emails or only check emails at certain times of the day. A phone call, on the other hand, is something that must be answered and dealt with in real time.

Every business needs a reliable phone system. We specialize in helping businesses select the right phone system. When it’s time to switch to a new phone system, contact Reliable Voice & Data Systems. To learn more or to schedule a free estimate, give us a call at (877) 385-6657.

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Tips For Calling International Clients

In this digital age, it is easier than ever to do business with clients who are scattered throughout the world. Are you responsible for communicating with international clients? If you can relate, below are some tips that will help you make the most of these international phone calls. 

Take Time Zones In Account

If you are trying to coordinate a call with an international client, it is crucial that you are aware of what time zone they are in. If you disregard this piece of advice, you could potentially call them at the wrong time or miss the scheduled call altogether. Not only can this be embarrassing for you, it can also put a damper on the relationship. When scheduling a call with the client, make sure it is a time that falls into normal business hours for both parties.

Do Not Get Lost in Translation

Speaking another language to a client can make things tricky. The last thing you want to do is insult an international client because something gets lost in translation. You can prevent this from occurring by being direct as possible. Do not use flowery language, slang or expressions that could be misconstrued over the phone. 

Be Aware of Cultural Differences

Even when talking with an English-speaking client, it is important to be aware of cultural differences. That is why it is so important to do your research prior to hopping on a call with an international client. Understanding their customs and traditions can help you establish a positive business relationship with them. 

If your phone system is not equipped to handle a large volume of international phone calls, it is time for an upgrade. At Reliable Voice & Data Systems, we are dedicated to helping our clients find the right business phone system. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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What Not To Do On A Conference Call

Do conference calls take up a large portion of your work day? If you can relate, there are certain things you should never do while on one of these calls. Keep reading to discover what they are.

Not Hitting Mute

Forgetting to hit the mute button at the start of a conference call is a huge faux pas. The background noise in the room will be distracting to the other participants of the call as well as the host of the call. Sooner or later, someone will speak up and ask every participant to press mute. You do not want to be seen as that coworker who forgot to mute their line!

Talking Over People

Everyone wants their voice to be heard. However, you should not speak up while someone else is talking on a conference call. After all, this can be interpreted as rude. Simply wait your turn to ask a question. Some conference calls even ask participants to wait until the end of the call to ask questions. 

Having A Prolonged Period of Silence

It is normal for the host of the conference call to pause and collect their thoughts, especially if they are responding to a complex question. Being silent for a prolonged period time on a conference call is another thing entirely. In addition to making things awkward, it can really disrupt the flow of the meeting. The host can prevent this scenario from happening by saying they will look into it after the call. 

If your phone system is making it difficult for your employees to conduct conference calls, it may be time for a new one. We can help you choose a phone system that is perfect for your particular needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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How Remote Workers Can Communicate More Efficiently

Communicating with colleagues and clients in a professional setting can be challenging--especially if you are working remotely! If you are a remote worker who is having trouble communicate effectively, do not fret. Keep reading to find out how you can enhance your communication skills.

Electronic Communications

From emails to instant messages, there are plenty of ways to communicate electronically. While it might be tempting to quickly send out a bunch of emails, this can come back to haunt you. After all, you may accidentally type a word incorrectly or use a less than flattering tone. Taking the time to proofread your emails can make all the difference in the eyes of the recipient. 

Video Calls

You might be able to get a lot of work done while wearing your pajamas at home. However, this is not acceptable if you will be video chatting with your boss that day! They say you should dress for the job you want, not the job you have. This could not be more true when it comes to video calls. 

Phone Calls

It is imperative to choose the best way to communicate a particular message. For example, some matters are best discussed over emails, while others require a phone call. When you are confused about what someone wants from you, it might be a good idea to give them a call. It may be easier for them to explain it out loud rather than responding with a lengthy email.

If your phone system is not ideal for your remote employees, it might be time to switch over to a mobile VoIP phone system, This can enable them to communicate more effectively with the employees at the physical business location. We can help you select the phone system that is best for your wants and needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Two Important Security Measures For Businesses

Business owners have an obligation to keep their businesses safe and secure. These days, it is vital to protect the physical business location as well as any digital data you have. Below are two security precautions you should consider implementing for your business. 

How To Protect The Physical Location

Having CCTV security cameras installed throughout the physical business location is one of the best ways to keep your business safe and sound. After all, you will be able to see what is happening from any vantage point in real time. Recording this video footage lets business owners see events that happened in the past. 

How To Protect Digital Data

Data breaches are becoming more common in the digital age. This is due to the fact that hackers are finding new ways of obtaining sensitive business information. You can potentially prevent hackers from listening in on phone conversations by opting for a cloud-based phone system. The cloud provides another layer of security for your phone calls. 

If your business could benefit from having CCTV cameras or a cloud-based phone system, turn to Reliable Voice & Data Systems. We can help you find the security solution that is right for your particular business. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

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Ways To Prevent Your VoIP System From Being Hacked

It seems that hackers are discovering new ways to hack into different systems--including VoIP phone systems. Do not despair! There are precautions you can take to ensure that your VoIP phone system is not vulnerable to these attacks. Keep reading to discover what they are.

Have A Separate Data Network
For starters, it is a good idea to have a data network that is separate from your VoIP phone system. Doing this makes it more difficult for hackers to infiltrate the VoIP system. In return, the VoIP system should receive fewer threats and intrusions from hackers. 

Use A Unique Password
Easy passwords are easy to remember. Nonetheless, they make it easier to hackers to get access to the VoIP system. To avoid this scenario, use a unique password that contains numbers, capitalized letters and symbols. That way, hackers will not be able to guess the password through trial and error. 

Encrypt VoIP Packets
Hackers will be very disappointed if they hack into your VoIP system, only to discover that the information is encrypted. However, this is a good thing for you! After all, if they cannot understand the encrypted data, they will have no use for it. 

If you are interested in purchasing a VoIP phone system for your business, turn to Reliable Voice & Data Systems! We can help you find the phone system that works for your budget and your business needs. To learn more, or to schedule a free estimate, give us a call at (877) 385-6657.

Don’t forget to follow us on Facebook, Twitter, and Google+!